Lec 02 document controller Dr. Roqua Amien.pdf

docucment controller

1. DOCUMENT CONTROL &
INFORMATION MANAGEMENT
Roqaya Amin

2. Document Control & Information Management (Sep-2022) –Roqaya Amin

3. WHAT IS
DOCUMENT
CONTROL?
Document Control & Information Management (Sep-2022) –Roqaya Amin

4. HISTORY OF
DOCUMENT
MANAGEMENT
Document Control & Information Management (Sep-2022) –Roqaya Amin

5. THE SCOPE OF
DOCUMENT
CONTROL
Document Control & Information Management (Sep-2022) –Roqaya Amin

6. THE PURPOSE OF
DOCUMENT
CONTROL
Document Control & Information Management (Sep-2022) –Roqaya Amin

7. WHO IS
DOCUMENT
CONTROLLER?
Document Control & Information Management (Sep-2022) –Roqaya Amin

8. TYPES OF
DOCUMENT
Document Control & Information Management (Sep-2022) –Roqaya Amin

9. COURSE
OUTLINES
Document Control & Information Management (Sep-2022) –Roqaya Amin
Module 1: Introduction to Document
Control & Information Management
Module 2: Project Document Control
Module 3: Document Control Audits

10. DAY 2: FOUNDATIONS
Document Control & Information Management (Sep-2022) –Roqaya AminTime Activity / Topic
9:00 AMReflection and Review of Day 1 and Planning for Day 2
Introduction to Document Control & Information Management (Cont’d)
·         Checking Documents
·         Document Distribution
12:00 AMMorning Coffee Break
Introduction to Document Control & Information Management (Cont’d)
·         Document Numbering
·         Revision Control
3:00 PMCoffee Break
Introduction to Document Control & Information Management (Cont’d)
·         Document Register
·         Case Study
5:00 PMClose Day 2
9:30 AM
12:30 AM
3:30 PM

11. CHECKING
DOCUMENTS
Document Control & Information Management (Sep-2022) –Roqaya Amin

12. Sample
Document Control & Information Management (Sep-2022) –Roqaya Amin

13. QUALITY CHECK
ReceivedDocuments:
▪Date
▪Reference
▪Revision
▪DocumentType
▪Reasonofsubmission
▪Signature
▪Stamp
▪Attachments
Document Control & Information Management (Sep-2022) –Roqaya Amin

14. RECEIPT
Document Control & Information Management (Sep-2022) –Roqaya Amin

15. RECEIPT
▪Whoreceivesincomingdocuments
▪Contentsagainstthetransmittallist.
▪Clear,readable,andhavealistof
content.
Document Control & Information Management (Sep-2022) –Roqaya Amin

16. RECEIPT
UponreceiptofdocumentsDCC
shall:
▪“RECEIVED”Stamp.
▪“DISTRIBUTION”stamp.
▪Concernedperson
▪“SUPERSEDED”stamp
▪Copies.
▪“CONTROLLEDCOPY”.
Document Control & Information Management (Sep-2022) –Roqaya Amin

17. Sample
√
Document Control & Information Management (Sep-2022) –Roqaya Amin

18. QUALITY CHECK
SubmittedDocuments:
▪ActionCode
▪EngineeringComments
▪Signature
▪Attachments
Document Control & Information Management (Sep-2022) –Roqaya Amin

19. DISTRIBUTION
Document Control & Information Management (Sep-2022) –Roqaya Amin

20. DEFINITION
Isonethatorganizes,manages,andcirculates
importantdocumentstoallpartiesinvolved.
Inthelifeofanyengineeringorconstruction
project,manyrevisionsandupdateswillbe
made.Allchangesandallversionsof
importantdocumentsmustbecataloged,
stored,andaccessibleatalltimes
Document Control & Information Management (Sep-2022) –Roqaya Amin

21. DOCUMENT
DISTRIBUTION
MATRIX
Document Control & Information Management (Sep-2022) –Roqaya Amin

22. DOCUMENT
DISTRIBUTION
MATRIX
Isasystematicorganizedmatrixfor
thedocumentanddrawingstobe
distributedtorelatedpersonsor
organizationsfortheirinformation,
reviewandapproval,record,and
useforfurtheractions.
Document Control & Information Management (Sep-2022) –Roqaya Amin

23. DOCUMENT
DISTRIBUTION
MATRIX
TheDocumentDistributionMatrix
includeslistsofkeyprojectpositions
ororganizationsononesideand
typesofdocumentsontheother.
Document Control & Information Management (Sep-2022) –Roqaya Amin

24. PROCEDURE OF
DOCUMENT
DISTRIBUTION
Document Control & Information Management (Sep-2022) –Roqaya Amin

25. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Categoriesofdocumentsandpositions
downtheotheraxis.
Document Control & Information Management (Sep-2022) –Roqaya Amin

26. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Document ControlManager
responsibility.
Document Control & Information Management (Sep-2022) –Roqaya Amin

27. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪DCCresponsibility.
Document Control & Information Management (Sep-2022) –Roqaya Amin

28. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪RequiredChanges.
Document Control & Information Management (Sep-2022) –Roqaya Amin

29. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Controlofrevisions.
Document Control & Information Management (Sep-2022) –Roqaya Amin

30. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Revisedcopies.
Document Control & Information Management (Sep-2022) –Roqaya Amin

31. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Controlledcopies.
Document Control & Information Management (Sep-2022) –Roqaya Amin

32. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Typeofprimarydistribution.
Document Control & Information Management (Sep-2022) –Roqaya Amin

33. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Departments.
Document Control & Information Management (Sep-2022) –Roqaya Amin

34. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Departmentalhead.
Document Control & Information Management (Sep-2022) –Roqaya Amin

35. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Internaltransmittal.
Document Control & Information Management (Sep-2022) –Roqaya Amin

36. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Additionalcopies.
Document Control & Information Management (Sep-2022) –Roqaya Amin

37. PROCEDURE OF
DOCUMENT
DISTRIBUTION
▪Requestsshouldbelimited.
Document Control & Information Management (Sep-2022) –Roqaya Amin

38. HOW TO
CREATE A
DOCUMENT
MATRIX
Document Control & Information Management (Sep-2022) –Roqaya Amin

39. HOW TO
CREATE A
DOCUMENT
DISTRIBUTION
MATRIX
▪ListEveryDocumentTypeUsedin
YourOrganization.
Document Control & Information Management (Sep-2022) –Roqaya Amin

40. HOW TO
CREATE A
DOCUMENT
DISTRIBUTION
MATRIX
▪ListtheMembersofYour
Organization.
Document Control & Information Management (Sep-2022) –Roqaya Amin

41. HOW TO
CREATE A
DOCUMENT
DISTRIBUTION
MATRIX
▪EnsureYourListsareComplete.
Document Control & Information Management (Sep-2022) –Roqaya Amin

42. HOW TO
CREATE A
DOCUMENT
DISTRIBUTION
MATRIX
▪NoteMethodofReceiptforEach
Person.
Document Control & Information Management (Sep-2022) –Roqaya Amin

43. HOW TO
CREATE A
DOCUMENT
DISTRIBUTION
MATRIX
▪CreateHyperlinksintoYour
ContactDatabase.
Document Control & Information Management (Sep-2022) –Roqaya Amin

44. Sample
Document Control & Information Management (Sep-2022) –Roqaya Amin

45. DOCUMENT
NUMBERING
Document Control & Information Management (Sep-2022) –Roqaya Amin

46. DEFINITION
▪ThisProceduredefinesnumberingand
namingconventionsforall
documentationproduced,sentor
receivedduringthelifecycleproject.
Document Control & Information Management (Sep-2022) –Roqaya Amin

47. CONDITIONS
▪Created
▪Organized
▪Accessed
▪Storedproperly
Document Control & Information Management (Sep-2022) –Roqaya Amin

48. PURPOSE
▪Avoidcomplications.
▪Ensuringaboutlatestversion
▪Referringtoconsistentnumber
Document Control & Information Management (Sep-2022) –Roqaya Amin

49. SCOPE
▪Thescopeappliestoallteams
undertakingworkstocreate,
review,approveorpublish
controlleddocumentation
▪Documentationandsubsequent
revisionsaresubjecttoaformal
reviewandapprovalprocess
beforepublication.
Document Control & Information Management (Sep-2022) –Roqaya Amin

50. RESPONSIBILITIES
▪ProgramControlsLead
▪DocumentControl
▪DocumentAuthor
▪DocumentOwner
▪ProjectTeam
▪DeliveryPartner
Document Control & Information Management (Sep-2022) –Roqaya Amin

51. PROGRAM
CONTROLS LEAD
▪OwnershipofProcedure
Document Control & Information Management (Sep-2022) –Roqaya Amin

52. DOCUMENT
CONTROL
▪Registrationwithuniquenumbers
▪ProcessingwithProcedure.
Document Control & Information Management (Sep-2022) –Roqaya Amin

53. DOCUMENT
AUTHOR
▪Creatingdocumentsandcontent
Document Control & Information Management (Sep-2022) –Roqaya Amin

54. DOCUMENT
OWNER
▪Ensuringofrelevantnumbering
▪Ensuringofnamingconventions
Document Control & Information Management (Sep-2022) –Roqaya Amin

55. PROJECT TEAM
▪Managing controlled
documentation
Document Control & Information Management (Sep-2022) –Roqaya Amin

56. DELIVERY
PARTNER
▪Finalreviewofnumbered
Document Control & Information Management (Sep-2022) –Roqaya Amin

57. PROCEDURE
Alldeliverabledocumentsproduced
duringaprojectareidentifiableby
auniquenumbersuppliedby
DocumentControltofacilitate
identificationofdisciplinesand
documenttypes.
Document Control & Information Management (Sep-2022) –Roqaya Amin

58. PROCEDURE
DocumentControlisresponsiblefor
validatingdocumentnumbering
codestoensurenoduplications
occurandwillissueastart-up
sequentialnumbertothe
Contractor/Delivery
Partner/ServiceProviderforeach
documenttyperequired.
Document Control & Information Management (Sep-2022) –Roqaya Amin

59. PROCEDURE
DocumentControlisalsoresponsible
for providingsupporting
documentationto facilitate
compliancewiththisProcedure.
Document Control & Information Management (Sep-2022) –Roqaya Amin

60. HOW DOES IT IS
WORK?
Document Control & Information Management (Sep-2022) –Roqaya Amin

61. HOW DOES IT IS
WORK?
▪Projectnumber
▪Discipline
▪DocumentType
▪SequenceNumber
▪Revision
Document Control & Information Management (Sep-2022) –Roqaya Amin

62. PROJECT NUMBER
Auniquemulti-digitalphanumeric
codeassignedtotheprojectbythe
departmentorthecity,village,town
orcountythatisundertakingthe
project.
Document Control & Information Management (Sep-2022) –Roqaya Amin

63. DISCIPLINE
Alphacharacteridentifierthat
referstotheoriginatingdiscipline
groupofthedocumentproduced
Document Control & Information Management (Sep-2022) –Roqaya Amin

64. DOCUMENT TYPE
Numberofcharactersidentifierthat
referstothetypeofdocument
produced
Document Control & Information Management (Sep-2022) –Roqaya Amin

65. SEQUENCE
NUMBER
Sequentialnumbersareaunique
identifierforeachdeliverableand
containfive(5)numericcharacters
startingfrom00001.
Document Control & Information Management (Sep-2022) –Roqaya Amin

66. REVISION
▪Revisioncodesrefertothecurrent
documentstatus:
▪Alphaornumericcharacters.
Document Control & Information Management (Sep-2022) –Roqaya Amin

67. SAMPLE
Document Control & Information Management (Sep-2022) –Roqaya Amin

68. TERMS
AND
Document Control & Information Management (Sep-2022) –Roqaya Amin

69. TERMS AND
DEFINITIONS
▪ControlledDocument
▪DocumentManagementSystem
(DMS)
▪DocumentPlaceholder
▪Revision
▪Version
Document Control & Information Management (Sep-2022) –Roqaya Amin

70. CONTROLLED
DOCUMENT
Any document requiring
approval/acceptance for
implementationandrevisionor
identifiedasadeliverablein
accordancewiththetermsand
conditionsofanawardedContract.
Allcontrolleddocumentsare
requiredtoberecordedand
managedwithinaformalDocument
ManagementSystem(DMS).
Document Control & Information Management (Sep-2022) –Roqaya Amin

71. DOCUMENT
MANAGEMENT
SYSTEM (DMS)
Anelectronicsystemusedtostore,
manageandtrackcontrolled
documentsandthedocumentreview
andapprovalprocesses.
Document Control & Information Management (Sep-2022) –Roqaya Amin

72. DOCUMENT
PLACEHOLDER
Anumberreservedforanintended
submissionofacontrolleddocument
thatwillbestoredelectronicallyin
future.
Document Control & Information Management (Sep-2022) –Roqaya Amin

73. REVISION
Anincrementalindicatorofeach
publishedcontrolleddocumentto
distinguishmajorchangesofa
documentatvariousstatesand
stages.
Document Control & Information Management (Sep-2022) –Roqaya Amin

74. VERSION
Theincrementaloutputfroma
reviewandupdateprocesswhere
theoutputproducedisdifferent
fromtheearlierproduct.
Versionsdonotresultinanewissue
/publication.
Document Control & Information Management (Sep-2022) –Roqaya Amin

75. REVISION
CONTROL
Document Control & Information Management (Sep-2022) –Roqaya Amin

76. REVISION
CONTROL
DocumentRevision
ModifyingExisting
Document Control & Information Management (Sep-2022) –Roqaya Amin

77. DOCUMENT
REVISION
Toensurethattheprojectmembers
areinformedanydesignchanges
andthelatestinformation.
Thecommonrevisionsystemisusing
anumeric(1,2,3…)
Aftertheinitialissueofadocument
andfollowedbychangesorfurther
designdevelopments,
allrevisionswillbeassignedthe
nexthighernumericcharacter.
Document Control & Information Management (Sep-2022) –Roqaya Amin

78. MODIFYING
EXISTING
Attimes,existingdocumentswill
requiremodificationstoreflectthe
currentasset’sdata.
Whenmodifyingexistingdocument
numbers,thedraftershallmaintain
theexistingdocumentnumber,and
therevisionshallreflectthenext
characterinthesequence,i.e.D,E,
F,etc,OR12,13,14,etc.
Document Control & Information Management (Sep-2022) –Roqaya Amin

79. CHECKING
DOCUMENTS
▪DocumentNumbering
▪RevisionControl
▪DocumentNaming
▪Receipt
Document Control & Information Management (Sep-2022) –Roqaya Amin

80. DOCUMENT
NAMING
Document Control & Information Management (Sep-2022) –Roqaya Amin

81. DOCUMENT
NAMING
▪Documentswillhaveadocument
controlnumberandmustalsohave
meaningfuldocumentnaming.
▪Documentnamingiskeytoensuring
thatthecriticalinformationto
identifythedocumentisavailable
forimmediateuseandforfuture
useoncetheProjecthascompleted.
▪Descriptivetitlesandfilenames
areessentialtoassistinthe
filtering,searching,retrieval,
identificationanduseofdocuments.
Document Control & Information Management (Sep-2022) –Roqaya Amin

82. DOCUMENT
TITLING TYPES
Standardnamingistobeincluded
inthedocumentcontentsoprinted
versionsareidentifiableas
uncontrolledversionsandare
traceabletotheirantecedent
documents.
Therelevantdocumentcontrol
numberusedforthedocumentmust
beincludedintheheaderofeach
pageandinthetitleblockatthe
frontofthedocument.
Document Control & Information Management (Sep-2022) –Roqaya Amin

83. DOCUMENT
REGISTER
Document Control & Information Management (Sep-2022) –Roqaya Amin

84. DEFINE PROCESS
Document Control & Information Management (Sep-2022) –Roqaya Amin

85. DEFINE
isalistofallthedocumentsonaproject.
Typically,thesearedrawings,
procedures,specificationsforms...etc.It
isimportantthatadocumentregistercan
clearlyidentifythelatestrevisionofa
particulardocument.
Document Control & Information Management (Sep-2022) –Roqaya Amin

86. CONTAINS:
▪Documentnumber
▪Documenttitle
▪Revisionnumber
▪Identificationofthesender
▪Datereceived
▪Statusofdocument
Document Control & Information Management (Sep-2022) –Roqaya Amin

87. BENEFITS
▪Time
▪Storagespace
▪Takehardcopy
▪Controlledaccess
▪Distribute
▪Collaborate
▪Usersinformation
▪Supersededfiles
▪Hyperlinks
Document Control & Information Management (Sep-2022) –Roqaya Amin

88. RESPONSIBLE
Document Control & Information Management (Sep-2022) –Roqaya Amin

89. WHO IS
RESPONSIBLE
Adatabaseregistershallbesetup
andmaintainedbyDCC
Document Control & Information Management (Sep-2022) –Roqaya Amin

90. TIME FRAME
TheDocumentRegistershallbe
maintaineddailyanddistributedon
aweeklybasistoProjectTeam.
Document Control & Information Management (Sep-2022) –Roqaya Amin

91. TIME FRAME
ActionTime Frame
Maintain Daily
Distribute Weekly
Report Bio Weekly /
Monthly
Document Control & Information Management (Sep-2022) –Roqaya Amin

92. TERMS &
DEFINITIONS
Document Control & Information Management (Sep-2022) –Roqaya Amin

93. DOCUMENT
NUMBER
Theuniqueidentifierfora
document.
Document Control & Information Management (Sep-2022) –Roqaya Amin

94. REV (REVISION)
Therevisionofthedocument,e.g.A,
B,C,0,1,2.
Document Control & Information Management (Sep-2022) –Roqaya Amin

95. STATUS
Thestatusofthedocumentinitslife
cycle.
Controlswhetherthedocumentisto
bereviewedorreleased
Document Control & Information Management (Sep-2022) –Roqaya Amin

96. TITLEThedescriptionofthedocument.
Document Control & Information Management (Sep-2022) –Roqaya Amin

97. DISCIPLINE
Usedtogroupdocumentsby
disciplinee.g.structural,electricalor
mechanical.
Document Control & Information Management (Sep-2022) –Roqaya Amin

98. CATEGORY
Asecondarywayofgrouping
documents.
Document Control & Information Management (Sep-2022) –Roqaya Amin

99. TYPE
Usedtogroupdocumentsbytype
e.g.Drawing,procedureormanual.
Document Control & Information Management (Sep-2022) –Roqaya Amin

100. REVIEW STATUS
Thestatusofthereviewprocesse.g.
AwaitingReview,Releasedor
Rejected.
Document Control & Information Management (Sep-2022) –Roqaya Amin

101. DOCUMENT
FORMATS
Theavailablefileformatsofthe
documente.g.DWG,DOC,PDFor
Other.
Document Control & Information Management (Sep-2022) –Roqaya Amin

102. Case Study
Document
Ref
Rev. Date Sender Title Action Date
Document Control & Information Management (Sep-2022) –Roqaya Amin

103. IT'S MY PLEASURE
TO ANSWER YOUR
QUESTIONS
Document Control & Information Management (Sep-2022) –Roqaya Amin

104. Roqaya Amin